What is my Role?
As Subscription Administrator, your role is to control who in your department has access to your departmental subscription.
If you department has a Metered Subscription, you role will also involve responding to Token Requests.
As subscription administrator, you can access the subscription management tab by logging in to Gorilla, and selecting 'Bulk Subscription Management' on the left hand tab, as below.
If the tab 'Bulk Subscription Management' is not on you menu, please contact Gorilla Support.
This is the subscription management tab:
From the subscription management tab you can invite users to your subcription and view metrics about their usage of Gorilla. See the Metrics section for more details.
How do I describe Gorilla?
We've taken the liberty of drafting an email that will help your department understand what Gorilla is, and whether it would be useful to them, as quickly as possible.
New Department Subscription to the Gorilla Online Experiment Builder
The department has purchased a licence to the Gorilla Online Experiment Builder (www.gorilla.sc). If you create tasks or experiments for use on computers or tablets, this tool may be useful for you!
Gorilla is a tool for building behavioural experiments or tasks for use on computers, tablets or phones without needing to code. It collects reaction time data by default, so it can be used for behavioural research. Once your task is created, you can deploy it online for participant to take part remotely, or you can test people in the lab.
Because Gorilla is online it is easy to:
Curious to know more? Find out at the links below.
How do I add my department or a cohort of students to the subscription?
Click on the subscription management tab.
Then click the ‘invite to subscription’ button, then ‘bulk’.
Download the example spreadsheet and enter the names of your cohort in one column, and their academic email addresses in another.
Upload this file by clicking the 'Browse' button, finding the file, and clicking the 'Invite?' button.
This will add the gorilla account to the subscription if they already have a Gorilla account and invite them to create one if they do not.
When you wish to add a group of new email addresses, you can upload the same file with the new email addresses added, as Gorilla ignores any existing email addresses you try to add to the subscription.
How do I add a single user to the subscription?
Go to the subscription management tab, click ‘invite to subscription’ and then ‘individual’.
Then enter the name and email address of the individual you’d like to add.
Then click ‘Send invite’. This will add the individual to the subscription if they already have a Gorilla account and invite them to create one if they do not.
How do enrolment codes work?
Setting an enrolment code allows users to add themselves to your subscription, rather than needing to be manually added by the subscription manager.
To create an enrolment code, click on the 'Enrolment Code' button at the top right of the subscription management page. We suggest using codes that are not too easy to guess but will change each time you renew your subscription, such as 'UniversityGorilla2019'.
Users can enter the enrolment code either at the moment of creating their account, or, if they already have an account, on their “My account” page. If they enter a valid code, they will be automatically added to the subscription.
How do I find a list of everyone added to the subscription?
First go to the subscription management tab. Click the ‘Download’ Button. Then click 'Generate', then 'Download'.
This will give you a list of everyone added to the subscription with:
A Student/Staff member is still on pay-as-you-go
If there has been an error with the subscription, and a student or department member is still on pay-as-you-go pricing, you need to manually add them to the subscription again.
Go to the subscription management tab, click ‘invite to subscription’ and then ‘individual’. Then enter the name and email address of the individual you’d like to add. Then click ‘Send invite’. This will add the individual to the subscription.
If they are still experiencing problems, this might be because they’ve signed up using their non-academic email address, which they can change in their account settings.
You can check that they’ve been added to the subscription by clicking ‘Download’ and checking for their name among the list of users.
If these steps do not resolve the problem, please contact Gorilla Support.
How do I remove users from the subscription?
Subscription administrators cannot currently remove people from the subscription. If you think there’s anyone on the subscription who shouldn’t be there, please contact Gorilla Support.
The other situation in which you’d wish to remove users from the subscription is when a cohort of students graduates. If your department is on a one-year subscription, your subscription will start fresh, meaning that you’d need to bulk upload the spreadsheet of users once more. In this case, make sure the graduating students are not on your subscription list.
If you are on a 3-year subscription, your subscription may not start anew every year. This means that graduating students who can still access their academic email addresses may still have access to your Gorilla subscription. In this case, please contact Gorilla Support with the list of users to be removed from your subscription.
Who is allowed on the subscription?
This will vary depending on the terms of your subscription. Commonly, this could be:
Note: If you are not sure who should be on your subscription, contact Gorilla.
How do users request tokens?
If your department is on a metered subscription, users will need to request tokens. Your department will set an upper limit on the total number of tokens that can be granted to each user automatically upon request.
If the sum total of all an individuals' requests is equal to, or below, their individual limit - the request will be granted automatically. Any further requests will have to be approved by you, the subscription administrator.
The workflow for this is built into Gorilla so that users can request tokens easily and efficiently, rather than sending you requests by email.
Users can request tokens either:
After they click the 'Request Tokens from Subscription' button, users will need to fill in the Token Request form with details you ask them to provide.
If the sum total of all an individuals requests is equal to, or below, their individual limit - the request will be granted automatically. If it is above this limit, users will be notified by email whether their request has been approved or denied.
Responding to Token Requests
If your department has a Metered Subscription, your role as subscription administrator will also include answering Token Requests.
In order to run their experiments, users will need to request tokens. Your department will set a limit on the number of tokens that can be granted to each user automatically upon request, and any further requests will have to be approved by you. The workflow for this is built into Gorilla so that it is as easy and efficient as possible.
Requests that you need to approve will appear in your Token Request tab and you will be notified by email. The request should include the user's name, the date, the number of tokens requested, a reference (this might be a project code, grant code, or supervisor's name, you decide), and the status of their request.
Click on 'Review' and then either accept or reject the token request.
If this exceeds the remaining tokens your institution has, a message will appear.
Student Project Governmance
Some universities want to prevent students from launching studies without having sign-off from ethics or their supervisor. Here's how to manage that work flow in Gorilla.
If you have a metered subscrition:
If you have an unlimited subscription:
Why do metrics matter?
Metrics are useful for monitoring overall usage of your subscription. By downloading the XL file you'll be able to see:
This can be helpful for understanding the popularity of Gorilla in your department and who are the largest users.
Metrics are important as they provide useful information to help you purchase the right subscription for your department. If you are on an unlimited subscription, the usage metrics will influence your department renewal price.